(Full-time) Executive Assistant to the Superintendent/President / Public Information Officer

Shasta College • Redding, CA

3d • Onsite

About The Position

The Shasta-Tehama-Trinity Joint Community College District (Shasta College) is seeking an Executive Assistant to the Superintendent/President, who will also serve as the Public Information Officer. This role involves performing a wide variety of difficult and highly complex administrative and clerical duties, many of which are confidential. The position requires processing administrative details without immediate administrator attention, communicating District policy, preparing reports, and acting as the Public Information Officer by providing information about the college to media and the public. The role also involves providing information and assistance to the Board of Trustees, college staff, students, and the general public. This is a classified management position that requires good organizational, problem-solving, communication, and budgetary skills, along with knowledge of state and local policies and procedures. The college is committed to providing equitable education outcomes and fostering a positive, healthy educational environment for its diverse student and staff population.

Requirements

• Associate Degree required.
• Three years of increasingly responsible administrative or office management experience requiring the exercising of independent judgment and decision making, preferably in a community college district.
• Sensitivity to the diverse populations served.
• Knowledge of pertinent federal, state, and local laws, codes, and regulations, including applicable sections of the Education Code, Title 5, the Brown Act, and other legal requirements related to the area of assignment.
• Knowledge of community college environment.
• Knowledge of basic public relations methods and techniques.
• Knowledge of principles and techniques in customer relations, including proper office etiquette.
• Knowledge of office procedures, methods, and equipment, including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Knowledge of operational characteristics, services, and activities of the functions, operations, and programs of the assigned executive office.
• Knowledge of work organization and office management principles and practices.
• Knowledge of processes, procedures, and practices of accounting, budget preparation, and administration.
• Knowledge of principles, practices, and procedures of business communications and report writing.
• Knowledge of principles and practices used to establish and maintain files and information retrieval systems.
• Ability to learn, interpret, and apply District policies and procedures.
• Ability to work effectively with the media.
• Ability to perform responsible and complex office support functions using independent judgment, personal initiative, and confidentiality.
• Ability to oversee and participate in management of administrative functions and operations of the assigned office; organize work to meet schedules and changing deadlines.
• Ability to exercise tact, diplomacy, and good judgment in dealing with administrators, faculty, staff, students, and the general public.
• Ability to establish, review, and revise office work priorities; coordinate office workflow.
• Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations.
• Ability to respond to requests and inquiries from students, public constituents, and other college departments; effectively present information in a clear and concise manner.
• Ability to keyboard or enter data at a speed necessary for successful job performance.
• Ability to use correct English, grammar, spelling, punctuation, and vocabulary.
• Ability to participate in the preparation and administration of assigned budgets.
• Ability to prepare a variety of clear and concise reports and correspondence.
• Ability to establish and maintain filing systems.
• Ability to operate office equipment, including computers and applicable software programs.
• Ability to work independently and effectively in the absence of supervision.
• Ability to effectively communicate both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.

Nice To Haves

• Bachelor’s degree or equivalent in training preferred.

Responsibilities

• Serve as an Executive Assistant to the Superintendent/President by performing a wide variety of difficult and highly complex administrative and clerical duties, including those of a confidential nature.
• Process administrative details not requiring the immediate attention of the Administrator, including communication of District policy, preparation of reports, and other administrative tasks.
• Act as the Public Information Officer by providing information about the college to media sources and the general public.
• Provide information and assistance to the Board of Trustees, college staff, students, and the general public.
• Exercise responsibility for the day-to-day supervision of the administrative office.
• Serve as liaison for the Superintendent/President and the Board of Trustees, other educational administrators, staff, students, representatives of educational and community agencies, and the general public by responding to requests, answering questions, clarifying information, resolving problems, explaining District policies and procedures, or referring callers to others as necessary.
• Work as liaison with administrators, attorneys, and staff on matters of a confidential nature.
• Coordinate and oversee executive functions and events.
• Coordinate, oversee, and evaluate the flow of office work and ensure that work is performed in a timely and accurate manner.
• Recommend improvements in work flow, procedures, and use of equipment and forms.
• Review, update, and inform the Superintendent/President and others of essential timelines.
• Promote positive relationships with community agencies.
• Represent Shasta College to the public by providing periodic specialized press releases in partnership with Marketing Department staff.
• Act as an information source to staff, students, parents, and the general public; provide information or answer questions where independent judgment, knowledge, or interpretation of college rules, regulations, and policies/procedures are necessary, and use discretion in disseminating same.
• Screen visitors and telephone calls; respond to sensitive questions and complaints.
• Provide complex and responsible executive support and confidential assistance relating to collective bargaining issues, staff evaluations, personnel matters, and legal actions.
• Relieve the Superintendent/President of a wide variety of clerical, technical, and administrative detail.
• Exercise independent judgment and discretion in scheduling appointments and meetings for the Superintendent/President.
• Prepare and maintain a calendar of events to ensure timely coordination of office activities and status of assigned projects.
• Develop schedules related to District activities and services.
• Coordinate and arrange a variety of meetings for the Superintendent/President and Board.
• Provide the Superintendent/President with materials and information in preparation for appointments and meetings.
• Make travel arrangements for the Superintendent/President, the Board of Trustees, and/or other parties.
• Work with the Superintendent/President to prepare outlines and content for speeches, presentations, and other written publications for internal or external communication.
• Participate in preparation and administration of program budget(s); assist in preparing cost estimates for budget recommendations; assist in submitting justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner.
• Maintain contact with employee groups, legal counsel, and government agencies on the Superintendent/President's behalf.
• Coordinate collection and dissemination of information and documentation, including Conflict of Interest code requirements.
• Assist the Superintendent/President in matters relating to labor negotiations, labor contract grievances, and employee litigation.
• Serve as official recorder for meetings of the Board of Trustees and attend closed sessions.
• Prepare and review agenda items with Administrators and Board of Trustees.
• Ensure that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines.
• Ensure District compliance with the Brown Act.
• Work with shared governance and legal counsel to develop, update, publish, and communicate Board policies and administrative procedures.
• Interpret and communicate policies and procedures to internal and external constituencies.
• Prepare agendas, take meeting minutes, and disseminate meeting materials for various committees, as needed.
• Compose correspondence independently.
• Prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature for Administrator’s approval.
• Utilize computer systems to access information, prepare reports, and coordinate office technology functions and procedures.
• Establish and maintain files and informational retrieval systems.
• Supervise office staff.
• Perform other related duties as required.

Benefits

• The District does not reimburse for new hire moving expenses.
• New Administrative Appointments will be placed at the step 1 on the Administrative Salary Schedule and will graduate to the next step on July 1st of the following year if they have rendered 5 months of satisfactory service, with subsequent steps annually thereafter to a maximum fifth step.
• Salary placement would only be negotiable if the candidate held the same position with another community college and step 2 or 3 would be the maximum considered depending on the number of years of service.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree